Workday Project Closure Document
This article provides an overview of the Workday Project Closure document used for all Workday projects at the University. It formalizes the end of a project by summarizing objectives, results, and any outstanding items or actions, and it captures stakeholder feedback and required approvals. This article is maintained by the Business Process Management team.
Purpose
The Project Closure document captures the final status of a Workday project by summarizing goals, results, and any outstanding actions that must be addressed. It serves as an official record to evaluate whether the project met its objectives and aligns with the University’s strategic goals.
The document also collects stakeholder feedback to identify opportunities for improvement and ensure any remaining work is completed. By using this document, project teams can close out the project, review lessons learned, and prepare for future initiatives.
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Audience
Project Sponsors, Functional Team Members, Project Managers, Business Process Management Representatives, and other interested parties involved in Workday projects at the University.
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Step-by-Step Guide & Examples
The project manager completes the Project Closure document at the end of the project in collaboration with stakeholders to ensure all project activities have been completed successfully and all outstanding items have been documented.
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Project Closure Document Sections
General Project Information
| Field |
What to Provide (Examples) |
| Project Title |
Example: “Workday Payroll System Integration for Faculty Employees” |
| Project ID # |
Unique identifier assigned by the PMO/project tracking system.
Example: “WD-2024-001” |
| Project & Management Type |
Indicate whether this is integration, configuration, or process optimization.
Example: “Integration - New System” or “Configuration - Process Enhancement” |
| Primary Functional Area |
Example: “Human Resources” (HR, Finance, Payroll, etc.) |
| Project Requestor |
Name of the individual or department requesting the project.
Example: “HR Operations Team” |
| Projected Start Date |
Example: “January 15, 2024” |
| Project Sponsor |
Primary decision maker and signer for project success.
Example: “Associate Vice Chancellor for Financial Affairs” |
| Projected End Date |
Example: “June 30, 2024” |
| Executive Sponsor |
Senior executive providing strategic guidance/oversight.
Example: “Executive VC of Finance and Administration” |
| Date Signed |
Date the closure document is formally approved and signed.
Example: “January 5, 2024” |
| Project Manager |
Example: “Riley Davis” |
Project Objective
| Field |
What to Provide (Examples) |
| Summary |
Provide a high-level summary of the project’s purpose and objectives.
Example: “This project aimed to implement a streamlined payroll system in Workday for faculty employees to improve efficiency and reduce manual errors.” |
| Goals / Metrics |
Define specific, measurable goals set for the project.
Example: “Reduce payroll processing time by 25%.” |
| Results |
Describe results and whether the project met initial goals/metrics.
Example: “Achieved a 30% reduction in payroll processing time and improved accuracy by 15%.” |
Outstanding Items and Actions
List any items not completed as part of the project and identify the actions required to address them.
| Item |
Action Required |
Owner |
Target Date |
| Final user training for payroll staff |
Schedule a training session in September 2024 |
[Insert owner] |
[MM/DD/YYYY] |
Stakeholder Feedback
Include feedback regarding project success, suggestions for improvement, and any expected or unexpected benefits.
Example: “Stakeholders indicated the project met expectations and highlighted the need for more frequent updates during the testing phase.”
Approval
Obtain signatures from the Project Sponsor, Executive Sponsor, and Business Process Management Representative to formally approve the closure of the project.
| Role |
Name |
Signature / Date |
| Project Sponsor |
|
|
| Executive Sponsor |
|
|
| BPM Representative |
|
|
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Tips for Using the Project Closure Document
- Ensure all project results are clearly documented and compared to initial goals and objectives.
- Capture lessons learned and stakeholder feedback to improve future project management practices.
- Use this document to formalize project closure and obtain necessary approvals.
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